Simple Tech Solutions That Make Film Production Run Smoother
Free, High-Impact Tools Every Producer Should Be Using on Set
Film production is fast-paced, chaotic, and often packed with moving parts, so any tool that can streamline communication, coordination, or logistics is worth its weight in gold. While there are tons of expensive platforms designed for production management, sometimes the simplest solutions already live in your pocket. Below are a few underrated, easy-to-use tech tools that can make a big impact on set.
1. Apple Notes for Shared Task Lists
Apple's native Notes app is incredibly powerful when used collaboratively.
Example:
If working as a line producer or UPM you can create a shared checklist with one of your PA’s to handle daily errands like coffee runs, Home Depot pickups, or returning wardrobe items. The PA can check off tasks in real time, and you stay in the loop without a single text or call.
Bonus: the checklist updates across devices instantly.
2. WhatsApp Groups for Department Communication
WhatsApp offers more flexibility than traditional group texts, especially on mixed iOS/Android sets. Department heads can create group chats for their departments, and the link or QR code to join can be embedded in a call sheet or onboarding email. This makes it easy to loop in new hires and specialty crew without needing to manually add every number.
3. Shared Albums for Scouting and Reference Photos
Instead of sending scouting photos one by one or creating folders on Dropbox, use iPhone’s Shared Albums. Your location manager can create a shared album for each key location “Warehouse,” “Café Interior,” and “Beach Exterior” and invite the director, production designer, AD team, and producers. Everyone can comment on images, add new angles, or reference looks on the fly.
4. Google Forms for Extra Casting
If you’re filming in a smaller market or a city without a dedicated extras casting service, Google Forms is a free and easy solution. Create a form asking for basic info: name, age, phone, email, availability, headshot upload, and any special skills (like bike riding or salsa dancing). Responses are automatically collected in a spreadsheet that your AD or casting coordinator can manage.
5. Shared Google Calendar for Key Dates
Production calendars can be overwhelming, but a centralized shared Google Calendar makes life easier for department heads and producers. Using the film’s Gmail account, you can create a calendar that includes:
Production meetings
Tech scouts
Director/cast rehearsals
Principal photography dates
Lock cut dates, mix sessions, and post milestones
Share the calendar with the crew or department leads only, depending on what level of access makes sense.
6. QuickDollar.io for Location Fees & W-9 Tracking
Tracking down invoices and w-9s for site rentals can be a logistical headache, especially if you’re working on a production with dozens of locations, parking lots, base camps, or last-minute changes. Quick Dollar simplifies this process: the location manager can send a link to the property owner to request payment details and W-9 info and issue a payment instantly. It reduces paperwork and keeps the finance team in sync.
Website: www.quickdollar.io
7. Google Sheets for Master Crew Tracking
Instead of juggling multiple versions of Excel files, a shared Google Sheet allows your production team to track crew contact info, equipment rentals, locations, and more all live and in one place. You can color-code departments, add comment threads, and keep everyone updated without sending attachments.
Suggested Template: Filmmakers Production Bible
8. Calendly for Scheduling Crew Interviews or Location Walkthroughs
Instead of playing email tag, use Calendly to let people pick a time that works. Great for casting sessions, crew onboarding, or location rep walkthroughs.
Website: www.calendly.com
Wrapping Up
Leveraging tools you’re already using, Apple Notes, WhatsApp, iPhone albums, Google Forms, and Google Calendar can keep communication crisp, tasks on track, and your crew informed.
Simple tech can make a big difference, especially when time, money, and sanity are all on the line.